Presenters Anne Kealley, Associate Director, Service Delivery & - PowerPoint PPT Presentation

Presenters • Anne Kealley, Associate Director, Service Delivery & Engagement, ITS • David Richardson, Associate Director, Infrastructure, ITS • John Parry, Associate Director, Enterprise Systems & Project Delivery, ITS • Jaya Ganasan, Associate Director, Business Services, F&BS • Richard Robinson, ANU Online Lead itservices.anu.edu.au 2

Projects to be covered today • ANU Email • ANU Workspace – desktop lifecycle management • UniDoc • Finance Travel System upgrade • ANU Online itservices.anu.edu.au 3

Key Strategic Projects – 2020 building blocks Effective organisation: Effective organisation: High quality infrastructure: Standardisation / Service improvement / Value add / de-duplication optimisation competitive advantage • ANU Email • ANU Workspace • ANU Online • ANU Service Desk • ANU Email • Moodle Upgrade • ANU Cloud • ANU Wireless • TurnItIn Enhancements • ANU Workspace • Lecture Capture • UniDoc • Web conferencing • StudyAt ANU Replacement • Timetabling • ANU Identity & Access • ANDS Data Commons Management (IdAM) • Finance Accounts Payable • Finance Travel System • Prospective Student Enquiry Management System itservices.anu.edu.au 4

ANU Email • Goal: consolidation of all staff & student’s to a single, cloud based service solution using the Microsoft hosted Office365 platform to provide: • Productivity improvements i.e. shared calendaring • Robust security • Increased reliability • Greater control and administration efficiency • Project Director – David Richardson • Project Manager – Heath Roberts itservices.anu.edu.au 5

ANU Email The main migration is complete – 38,400 accounts are live What’s next? • Upgraded platform due towards the end of Nov13 (Wave15) • Phase 2 (being scoped) but to include: – Review & enhance support function and email policies – Decommissioning redundant services – Collaboration and enhanced utilization Project Director: David Richardson Project Manager: Heath Roberts itservices.anu.edu.au 6

ANU Workspace Goals/Benefits: • More efficient end-to-end PC lifecycle management • Faster deployment of appropriate, standardised hardware and software to ANU staff and students i.e. the end user • More efficient fleet management – deployment, relocation, addition, change, recovery, enhanced image management • Improved IT security through up to date application patching • Reduced administrative and IT support costs through standardisation and simplified process for procurement and provision of end-user computing support. • Project Director: Anne Kealley • Project Manager: Tony Davis itservices.anu.edu.au 7

ANU Workspace What you can expect to see: • Portal with hardware options for desktops, laptops, x86 tablets, monitors • Standard operating image for Windows, Macintosh and Linux • App store for ANU approved applications • Move to Windows 8.1 for Windows machines • Move to Office 2013 • Improved IT asset management • Exemption policy for special purpose use (<20%) itservices.anu.edu.au 8

ANU Workspace What is happening at the moment: Project featured at the ANU IT Forum on Monday 23 September Project governance: • Project Steering Committee • Project Working Group • Project Advisory Group Completed a Project risk management workshop Working on Statements of Work for the project deliverables Down the track: Training – online modules, tip sheets Project web site: http://itservices.anu.edu.au/projects/updates/anu-workspace/ itservices.anu.edu.au 9

UniDoc Goals/Benefits: • Implement an electronic document and records management system across the ANU • Increased information management efficiency • Project Director: John Parry • Project Manager: Tony Davis itservices.anu.edu.au 10

UniDoc – Phase 1 Pilot to develop Policy website with electronic approval workflow Built using the Oracle WebCenter Suite Has been live since end of March 2013 Support arrangements with external vendor almost complete itservices.anu.edu.au 11

UniDoc – Phase 2 Phase 2 now underway with external partner – Team Informatics TI – Subject matter experts with considerable experience Implementing “Content in Box” configured to ANU requirements, including Business Classification Scheme Requirements gathering and digitisation Strategy currently being finalised with key Stakeholders. itservices.anu.edu.au 12

UniDoc – Phase 2 (cont) Next Steps: Finalisation of configuration and testing Digitisation of information Progressive rollout of business units across ANU Timetable to be determined Project web site: http://itservices.anu.edu.au/projects/updates/unidoc/ itservices.anu.edu.au 13

Travel & Expense System • End to end process on a single platform • Electronic enabled workflow process • Elimination of paper based process on per-diem, advances, reimbursement, risk assessment and travel diaries. • On demand reports – Duty of care reporting – Executive reporting on travel costing itservices.anu.edu.au 14

Travel and Expense System What you can expect to see: Outcomes: End to End Travel Request – Approval – Expense Request – Expense Payment – Expense Reconciliation System Outputs: Electronic Workflow enabled Request, Approvals and Acquittals Impact: Significant Processing Efficiencies and Value Added Services. itservices.anu.edu.au 15

Proposed Business Process Step ¡2 Step ¡1 Step ¡3 Step ¡4 Step ¡5 Immediate ¡Supervisor Applicant Travel ¡Administrator 1 st ¡Approver ¡ 2 nd ¡Approver ¡ Endorsement ¡on ¡Travel ¡ Initial ¡Travel ¡Request Validate ¡Travel ¡Request ¡ Domestic ¡Travel ¡Request ¡ International ¡Travel ¡Request ¡ Request Approval Approval ·√ ¡ ·√ ¡ ·√ ¡ Complete ¡Travel ¡ Endorse ¡travel ¡ Validate ¡for ¡ ·√ ¡ Approve/reject ¡ ·√ ¡ Approve/reject ¡ Information, ¡Travel ¡ request correctness ¡and ¡ domestic ¡travel International ¡travel Plan, ¡Risk ¡ completeness ¡of ¡ ·√ ¡ Assessment, ¡and ¡ Request ¡for ¡more ¡ travel ¡request ·√ ¡ Approval ¡can ¡be ¡ ·√ ¡ Approval ¡can ¡be ¡ Travel ¡Budget information ¡from ¡ done ¡through ¡ ·√ ¡ done ¡through ¡ Amend ¡or ¡update ¡ the ¡applicant collaborative ¡email ·√ ¡ collaborative ¡email ¡ Attach ¡relevant ¡ travel ¡information ¡ ·√ ¡ forms ¡(OSP,FBT, ¡ Endorsement ¡can ¡ as ¡required Advances) be ¡done ¡through ¡ ·√ ¡ collaborative ¡email Change ¡and ¡re-­‑ route ¡to ¡different ¡ supervisor/ Approver ¡for ¡ ·√ ¡ Complete ¡checklist ¡ endorsement/ once ¡returning ¡ approval from ¡travel ¡(Travel ¡ diary, ¡ ·√ ¡ Request ¡for ¡more ¡ Reimbursement, ¡ information ¡from ¡ FBT) the ¡applicant 16

Travel Request Entry Travel Information 17

Travel Request Entry Travel Plan 18

Travel Request Entry Risk Assessment 19

Travel Request Entry Travel Budget 20

Approval by Collaborative Email • Approval can be done through either collaborative email or via logon to system. • Collaborative email has an at-a-glance (tab free) layout with approval/reject function buttons 21

Update to Travel Expenses in PeopleSoft Financials 22

Integration through Web Services • PeopleSoft Financials – GL validation (Fund Department Project) – ANU Tree Structure – Travel Administrators • PeopleSoft HR/Campus Solutions – Personal Data (Relationship to ANU, College, Program Plan, Emergency contact) – Approval delegation – Staff/Students supervisor • LDAP – Log on credentials • DFAT- Smart Traveller – Country Risk Level itservices.anu.edu.au 23

Travel and Expense System What is happening at the moment: • Testing commence in early September • Pilot move into CAP Down the track: – In built Travel Diary and acquittals – In built FBT calculator (pre and post travel) as compared to current manual form attachment – In built Risk Assessment and approval workflow - HR system pull (annual leave, travel dates and transfer of delegation authority) itservices.anu.edu.au 24

ANU Online Goals/Benefits: • Provides lecturers and students with a campus-wide learning platform to manage key aspects of the teaching and learning process. • Enable ANU to achieve global leadership in the provision of an outstanding educational experience via the use of transformational educational technologies. • Allows additional tools to be made available to the university community: Project Director: – Ethical Treatment of Academic Materials Richard Robinson – Lecture Capture – Content Repository for Education Project Manager: – Learning Analytics Tristan Hogg – Community Creation and Sustainability online.anu.edu.au 25

ANU Online: What you can expect to see Analytics for Education Community Creation online.anu.edu.au 26

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